Office administration: discussing expense reports

Summary

This 90-minute ESL lesson for B1 learners explores Office administration: discussing expense reports through a real article. Across 10 interactive exercises, you'll develop reading comprehension, vocabulary, grammar, practical communication, speaking skills — all built around authentic English content.

What you'll practise:

• 5 key vocabulary items with definitions and usage notes
• Grammar focus: Modals of obligation and advice with examples and practice
• Real-world phrases for following up on an expense claim
• Gap-fill and cloze exercises to test vocabulary in context
• Matching exercise to connect terms with their meanings
• Error correction to sharpen grammar awareness

Lesson activities (10 exercises)

Each exercise builds on the previous one. Work through them in order for the best learning experience.

1. Warm-up — Discussion questions to activate what you already know about the topic.
2. Comprehension — Answer questions to check your understanding of the main ideas and supporting details.
3. Vocabulary — Learn key words and expressions from the article, with definitions and usage notes.
4. Matching — Connect words, phrases, or concepts to their correct counterparts.
5. Grammar — Study Modals of obligation and advice — explanation, examples, and key rules.
6. Error correction — Find and fix the mistake in each sentence — a great grammar workout.
7. Practical English — Learn phrases for following up on an expense claim — ready to use in real conversations.
8. Fill the gaps — Complete sentences with the correct vocabulary. Drag and drop or type your answers.
9. Discussion — Reflect on the topic and share your opinions using the language you've learned.

Vocabulary

This lesson introduces 5 key terms drawn directly from the article:

• keep track of (something) — to pay attention to where something is or what is happening to it, so that you have the latest information.
• out-of-pocket expenses — costs that you pay for with your own money for work, which your company will pay back to you later.
• claim (something) back — to officially ask for money that you have spent to be returned to you, especially from a company or the government.
• within budget — not spending more money than the amount that was planned or allowed.
• a ballpark figure — an approximate number or a general estimate of a cost, not an exact amount.

Grammar

This lesson focuses on Modals of obligation and advice.

We use modal verbs like 'must', 'have to', and 'should' to talk about rules, obligations, and advice. In a business context, they are essential for understanding company policies, like how to submit an expense report. 'Must' and 'have to' express strong obligation, while 'should' is used for recommendations.

Examples from the lesson:

• You have to submit your expense report online before the 5th of the month. — Use 'have to' for external rules and official procedures set by the company.
• You should categorize your expenses carefully to get your reimbursement faster. — Use 'should' to give strong advice or suggest a good idea. It is not a strict rule.
• Employees must get approval before booking any international flights. — Use 'must' to emphasize the importance of a rule or a strong obligation.

Key rules:

• 'Have to' and 'must' are for strong obligations or rules.
• 'Should' is for advice and recommendations.
• Be careful with negatives: 'don't have to' means it's not necessary, but 'mustn't' means it's prohibited.

Practical English

following up on an expense claim

When you've submitted an expense report but haven't been paid, you need to contact the finance department. These phrases will help you write a polite and professional email to ask for an update.

Phrases you'll learn:

• "I'm writing to follow up on my recent expense claim." — This is a clear and polite way to state your reason for writing.
• "I submitted it on [Date] for a total of [Amount]." — This gives the most important details immediately.
• "I was just wondering if you could give me an update on its status." — This is a soft and polite way to ask for information without sounding demanding.
• "Could you please let me know when I can expect the payment?" — This is a direct but still polite question about the timeline.
• "Please let me know if you need any more information from me." — This shows you are being helpful and cooperative.